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Quick Recap

Quick Recap. Control Project Cost. Cost Analysis Using the Expected Value Approach. Spending extra money, in general should decrease project duration. Is this operation cost effective? The expected value criterion is used to answer this question.

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Quick Recap

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  1. Quick Recap Monitoring and Controlling

  2. Control Project Cost

  3. Cost Analysis Using the Expected Value Approach • Spending extra money, in general should decrease project duration. • Is this operation cost effective? • The expected value criterion is used to answer this question.

  4. XYZ. COMPUTERS - Cost analysis using probabilities • Analysis indicated: • Completion time within 180 days yields an additional profit of $1 million. • Completion time between 180 days and 200 days, yields an additional profit of $400,000. • Completion time reduction can be achieved by additional training.

  5. XYZ. COMPUTERS - Cost analysis using probabilities • Two possible activities are considered for training. • Sales personnel training: • Cost $200,000; • New time estimates are a = 19, m= 21, and b = 23 days. • Technical staff training: • Cost $250,000; • New time estimates are a = 12, m = 14, and b = 16. Which option should be pursued?

  6. XYZ. COMPUTERS - Cost analysis using probabilities • Evaluation of spending on sales personnel training. • This activity (H) is not critical. • Under the assumption that the project completion time is determined solely by critical activities, this option should not be considered further. • Evaluation of spending on technical staff training. • This activity (F) is critical. • This option should be further studied as follows: • Calculate expected profit when not spending $250,000. • Calculate expected profit when spending $250,000. • Select the decision with a higher expected profit.

  7. XYZ. COMPUTERS - Cost analysis using probabilities • Case 1: Do not spend $250,000 on training. • Let X represent the project’s completion time. • Expected gross additional profit = E(GP) =P(X<180)($1 million) + P(180<X<200)($400,000) + P(X>200)(0). • Use Excel to find the required probabilities:P(X<180) = .065192; P(180<X<200) = .676398; P(X>200) =.25841 • Expected gross additional profit = ..065192(1M)+.676398(400K)+ .25841(0) = $335,751.20

  8. XYZ. COMPUTERS - Cost analysis using probabilities • Case 2: Spend $250,000 on training. • The revised mean time and standard deviation estimates for activity F are: mF= (12 + 4 (14) + 16)/6 = 14 sF= (16 -12)/6 =0.67 sF2= 0(.67)2 =0.44 • Using the Excel PERT-CPM template we find a new critical path (A-B-C-G-D-J), with a mean time = 189 days, and a standard deviation of = 9.0185 days.

  9. XYZ. COMPUTERS - Cost analysis using probabilities • The probabilities of interest need to be recalculated. From Excel we find: • P(X < 180) = .159152; • P(180 < X < 200) = .729561 • P(X > 200) = .111287 • Expected Gross Additional Revenue = P( X<180)(1M)+P(180<X<200)(400K)+P(X>200)(0) = .159152(!M)+ .729561(400K)+ .111287(0) = $450,976.40

  10. XYZ. COMPUTERS - Cost analysis using probabilities The expected net additional profit = 450,976-250,000 = $200,976 < $335,751 Expected additional net profit when spending $250,000 on training Expected profit without spending $250,000 on training Conclusion: Management should not spend money on additional training of technical personnel.

  11. Cost Analyses Using The Critical Path Method (CPM) • The critical path method (CPM) is a deterministic approach to project planning. • Completion time depends only on the amount of money allocated to activities. • Reducing an activity’s completion time is called “crashing.”

  12. Crash time/Crash cost • There are two crucial completion times to consider for each activity. • Normal completion time (TN). • Crash completion time (TC), the minimum possible completion time. • The cost spent on an activity varies between • Normal cost (CN). The activity is completed in TN. • Crash cost (CC). The activity is completed in TC.

  13. Crash time/Crash cost – The Linearity Assumption • The maximum crashing of activity completion time is TC – TN. • This can be achieved when spending CN – CC. • Any percentage of the maximum extra cost (CN – CC)spent to crash an activity, yields the same percentage reduction of the maximum time savings (TC – TN).

  14. Total Cost = $2600 Job time = 18 days Add 25% of the extra cost... … to save 25% of the max. time reduction Normal CN = $2000 TN = 20 days A demonstration of the Linearity Assumption Time 20 18 16 14 12 10 8 6 4 2 …and save on completion time …and save more on completion time Add to the normal cost... Add more to the normal cost... Crashing CC = $4400 TC = 12 days Cost ($100) 5 10 15 20 25 30 35 40 45

  15. Crash time/ Crash cost -The Linearity Assumption Additional Cost to get Max. Time Reduction Maximum Time reduction Marginal Cost = = (4400 - 2000)/(20 - 12) = $300 per day M = E R

  16. Crashing activities – Meeting a Deadline at Minimum Cost • If the deadline to complete a project cannot be met using normal times, additional resources must be spent on crashing activities. • The objective is to meet the deadline at minimal additional cost.

  17. XYZ Restaurants – Meeting a Deadline at Minimum Cost • XYZ fast food restaurants. • It is planning to open a new restaurant in 19 weeks. • Management wants to • Study the feasibility of this plan, • Study suggestions in case the plan cannot be finished by the deadline.

  18. Without spending any extra money, the restaurant will open in 29 weeks at a normal cost of $200,000. When all the activities are crashed to the maximum, the restaurant will open in 17 weeks at crash cost of $300,000. XYZ Restaurants – Determined by the PERT.xls template

  19. XYZ Restaurants –Network presentation E O I K B A F G J M N C H P L D

  20. R = TN – TC = 5 – 3 = 2 E = CC – CN = 36 – 25 = 11 M = E/R = 11/2 = 5.5 XYZ Restaurants –Marginal costs

  21. XYZ Restaurants –Heuristic Solution • Small crashing problems can be solved heuristically. • Three observations lead to the heuristic. • The project completion time is reduced only when critical activity times are reduced. • The maximum time reduction for each activity is limited. • The amount of time a critical activity can be reduced before another path becomes critical is limited.

  22. XYZ Restaurants –Linear Programming • Linear Programming Approach • Variables Xj = start time for activity j. Yj = the amount of crash in activity j. • Objective Function Minimize the total additional funds spent on crashing activities. • Constraints • No activity can be reduced more than its Max. time reduction. • Start time of an activity takes place not before the finish time of all its immediate predecessors. • The project must be completed by the deadline date D.

  23. XYZ Restaurants –Linear Programming Min 5.5YA+10YB+2.67YC+4YD+2.8YE+6YF+6.67YG+10YH+5.33YI+12YJ+4YK+5.33YL+1.5YN+4YO+5.33YP Minimize total crashing costs

  24. £ Y 2.0 ST A £ Y 0.5 £ X ( FIN ) 19 B £ Y 1.5 C £ Y 1.0 D £ Y 2.5 E £ Y 0.5 F Y G 1.5 £ £ Y 0.5 H …….. Linear Programming Min 5.5YA+10YB+2.67YC+4YD+2.8YE+6YF+6.67YG+10YH+5.33YI+12YJ+4YK+5.33YL+1.5YN+4YO+5.33YP Meet the deadline Maximum time-reduction constraints

  25. -YA XA B B B B B XB XB XB XB XB Linear Programming Min 5.5YA+10YB+2.67YC+4YD+2.8YE+6YF+6.67YG+10YH+5.33YI+12YJ+4YK+5.33YL+1.5YN+4YO+5.33YP XB³XA+(5 – YA) A A XA+5 XA+5-YA Activity can start only after all the Predecessors are completed.

  26. Linear Programming Min 5.5YA+10YB+2.67YC+4YD+2.8YE+6YF+6.67YG+10YH+5.33YI+12YJ+4YK+5.33YL+1.5YN+4YO+5.33YP XB³XA+(5 – YA) XC³XA+(5 – YA) XD³XA+(5 – YA) Xe³XA+(5 – YA) XF³XA+(5 – YA) XB³XB+(1 – YB) XF³XC+(3 – YC) XG³XF+(1 – YF) X(FIN)³XN+(3 – YN) X(FIN)³XO+(4 – YO) X(FIN)³XP+(4 – YP) Activity can start only after all the predecessors are completed. ……..

  27. XYZ Restaurants –Deadline Spreadsheet

  28. XYZ Restaurants –Operating within a fixed budget • XYZ has the policy of not funding more than 12.5% above the “normal cost” projection. Crash budget = (12.5%)(200,000) = 25,000 • Management wants to minimize the project completion time under the budget constraint.

  29. Minimize 5.5YA + 10YB + 2.67YC + 4YD + 2.8YE + 6YF + 6.67YG + 10YH + 5.33YI + 12YJ + 4YK + 5.33Y L+ 1.5YN + 4YO + 5.33YP XYZ Restaurants –Operating within a fixed budget The crash funds become a constraint Minimize X(FIN) The completion time becomes the objective function X(FIN) £ 19 5.5YA + 10YB + 2.67YC + 4YD + 2.8YE + 6YF + 6.67YG + 10YH + 5.33YI + 12YJ + 4YK + 5.33Y L+ 1.5YN + 4YO + 5.33YP£25 The other constraints of the crashing model remain the same.

  30. XYZ Restaurants –Budget Spreadsheet

  31. PROJECT Work Package 1 Activity 1 Activity 2 Work Package 3 Activity 4 Activity 6 Work Package 2 Activity 3 Activity 5 PERT/COST • PERT/Cost helps management gauge progress against scheduled time and cost estimates. • PERT/Cost is based on analyzing a segmented project. Each segment is a collection of work packages.

  32. Work Package - Assumptions • Once started, a work package is performed continuously until it is finished. • The costs associated with a work package are spread evenly throughout its duration.

  33. Monitoring Project progress • For each work package determine: • Work Package Forecasted Weekly cost =Budgeted Total Cost for Work Package Expected Completion Time for Work Package (weeks) • Value of Work to date= p(Budget for the work package)where p is the estimated percentage of the work package completed. • Expected remaining completion time= (1 – p)(Original Expected Completion Time)

  34. Monitoring Project progress • Completion Time Analysis • Use the expected remaining completion time estimates, • to revise the project completion time. • Cost Overrun/Underrun AnalysisFor each work package (completed or in progress) calculate • Cost overrun = [Actual Expenditures to Date] - [Value of Work to Date].

  35. Monitoring Project Progress – Corrective Actions • A project may be found to be behind schedule, and or experiencing cost overruns. • Management seeks out causes such as: • Mistaken project completion time and cost estimates. • Mistaken work package completion times estimates and cost estimates. • Problematic departments or contractors that cause delays.

  36. Monitoring Project Progress – Corrective Actions • Possible Corrective actions, to be taken whenever needed. • Focus on uncompleted activities. • Determine whether crashing activities is desirable. • In the case of cost underrun, channel more resources to problem activities. • Reduce resource allocation to non-critical activities.

  37. Election CAMPAIGN • Twenty weeks before the election the campaign remaining activities need to be assessed. • If the campaign is not on target or not within budget, recommendations for corrective actions are required.

  38. CAMPAIGN – Status Report Work packages to focus on

  39. CAMPAIGN – Completion Time Analysis • The remaining network at the end of week 20. H 15 20+15=35 Finish (1-p)(original expected completion time)=(1-0.25)(20)=15 27.8+9=36.8 .8 I 9 F 7.8 20+7.8=27.8 The remaining activities are expected to take 0.8 weeks longer than the deadline of 36 weeks.

  40. Estimated work value to date=(13,000)(0.40)=$5,200 Cost overrun = 5600 - 5200 = 400 CAMPAIGN –Project Cost Control

  41. CAMPAIGN –Results Summary • The project is currently .8 weeks behind schedule • There is a cost over-run of $3900. • The remaining completion time for uncompleted work packages is: • Work package F: 7.8 weeks, • Work package H: 15 weeks, • Work package I: 9 weeks. • Cost over-run is observed in • Work package F: $400, • Work package H: $500.

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